Faces by Fiona Hiring for Virtual Administrative Assistant at Dallas, TX Full Time

About us

Faces by Fiona (FbF) is a makeup artistry and beauty professional company that is dedicated to using extreme refinement to capture the desire and beauty of each private client. It’s mission is to understand each client’s vision and deliver beautiful results that incorporates classical and new trendy techniques that leaves clients feeling comfortable, informed, pleasantly surprised, and gorgeous. Highly rated company!

Searching for a virtual booking agent/administrative assistant that is reliable and responsible to perform client management tasks and booking appointments for the owner and the team of artists that work for the company. **Must have similar administrative experience with setting appointments in a related industry**

We provide special event hair and makeup artistry to clients exclusively on location. Several artists work for the company as freelance contractors. The job is very detailed. The person hired will need to be excellent at task management and follow up, have a pleasant and professional phone presence, type replies quickly and professionally, work great with time management, draft proposals, book appointments, send texts and emails, and answer the phone. All work is documented virtually by time spent on each task.

A great internet connection, working cell phone, laptop are vital. The position is set up as “on call” and tasks are logged in to equate to 5-6 hours per day of active work and 20-25 hours per week. Must be flexible to work an alternating bi-weekly switching weekend schedule with another administrative assistant. Thursday, Friday, and Alternating Weekends.

Here are a list some tasks that are needed:

-Provide communication between clients, contracted artists, and the office/Fiona
-Respond to all new inquiries and responses immediately (within 10-20 minutes if possible). This is imperative! Bookings are directly impacted by response times.
-Message contracted artists for availability for tentative clients
-Draft proposals including all required details once artists confirm availability
-Email proposals and followup within 24 hours of initial proposal
-Send next day appointment, payment, and contract reminders to clients and artists
-Provide on-call availability for weekends to ensure all major bookings operate smoothly. Requires problem-solving skills if there are last minute changes to bookings or emergencies.
-Document communication for all projects using Honeybook platform

Here are the operating systems used:

Gmail-email correspondence

Google Calendar-Sending appointment invites

Honeybook-client management system

Slack-company communications
Clockify -for documenting tasks/hours
Grasshopper app- text and phone calls

Serious and experienced applicants with the ability to work proactively on call please apply! If you’ve handled other corporate accounts as an virtual administrative assistant that schedules appointments, this is ideal. An understanding of special event beauty or salon experience is not required by preferred- training is paid.

Job Types: Part-time, Contract

Pay: $13.00 – $15.00 per hour

Benefits:

• Employee discount
• Flexible schedule

Schedule:

• On call

Work Location: One location